Welcome to another episode of the podcast that teaches you how to be a ridiculously good virtual assistant.
Today I want to talk about referrals.
Today’s Quote: When you undervalue what you do, the world will undervalue who you are. – Oprah Winfrey
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Connect with Tracey D’Aviero, VA Coach and Trainer
Episode Notes:
Referrals are one of the most powerful and trustworthy ways to get new clients. Not only are they easier to close than cold leads, but they often come with built-in credibility and urgency. It’s someone saying, “You’ve got to work with her, she’s exactly what you need.”
People often ask for referrals at the exact time that they are looking for help, so the urgency comes into play there.
And what’s even better? You don’t need to have been in business for years to benefit from referrals. You can start generating them no matter what stage you’re at.
Let’s start here: why are referrals so valuable?
Well, when someone refers you, they’re not just sharing your name. They’re lending you their reputation. And that trust is a shortcut through the traditional sales cycle.
Think about it like this. Instead of having to prove yourself through endless emails, discovery calls, and price comparisons, the referral bypasses that entire process. Someone has already done the vouching for you.
You also avoid the “convincing” phase of sales, which we don’t like anyway, do we?
When a potential client hears from someone they trust that you’re reliable, talented, and easy to work with, the biggest question in their mind is no longer if they should hire you. It’s how quickly they can get you on board.
Here’s the real kicker: when referrals become a reliable part of your business, you don’t have to hustle so hard for visibility. You can focus more on delivering great service and less on chasing clients.
This is a big part of what I work on with my VA coaching clients – how to build a business that feels more like momentum than a grind. You don’t have to do this alone. We build these referral strategies into your client experience and daily actions.
What Makes a VA Referable?
Now, let’s talk about what makes someone referable in the first place.
It’s not just about being “nice” or “good at your job.” Those are basics.
To be referable, you need to be:
- Reliable: You meet deadlines, follow through on commitments, and stay consistent.
- Clear: Your communication is easy to understand, and clients know what you’re doing and when.
- Professional: You treat your business like a business. You invoice on time, keep boundaries, and deliver excellent work.
- Easy to work with: That doesn’t mean you say yes to everything, it means you’re collaborative, respectful, and focused on solutions.
But here’s the hidden ingredient that makes a big difference: You make your clients look good.
If a VA is making a client’s life easier, helping their business run smoother, and reducing their stress, that client is far more likely to rave about you to others.
I had a client once that was running all the time trying to get their marketing done. It wasn’t their expertise, and so they didn’t really have a plan or a process that helped them get it done efficiently.
When I came on board we worked out some processes to get their marketing onto a regular cycle. We did regular things to help them get the word out about their business, and they got the visibility that was lacking from trying to squeeze it in wherever they could.
When that client’s colleagues started to notice their regular social media posts and their email list growth, my client highly recommended me to that colleague.
I actually got 4 other clients that way – just from doing a good job and making my client look good!
And being referable also means you’re visible in your client’s mind. If they don’t remember what you do, or if you’re so behind-the-scenes they forget you’re even there, they can’t refer you.
The 3 Referral Sources You Should Tap Into Right Now
You don’t have to sit around and wait for referrals. You can go out and activate the relationships you already have.
Here are the three referral sources to tap into today:
1. Current and Past Clients
Even if they don’t need your help anymore, they might know someone who does.
But here’s the key: don’t just say “Hey, do you know anyone who needs a VA?”
Instead, be specific.
Try: “If you know another business owner who’s struggling to keep up with admin, launches, or client follow-ups, I’d love an introduction.”
You want to help them visualize who to refer.
You have to be very specific in terms of what kind of work you are looking to find more of. Describing what you want to do helps whoever you are asking get really clear on who is a good referral.
2. Your Professional Network
This includes other VAs, freelancers, business coaches, marketers, and even tech specialists.
The truth is, not everyone can take on every client. And people love to refer others they trust.
So make sure your network knows:
- What kind of work you do
- What kind of clients you’re looking for
- That you’re open to referrals and partnerships
(And yes, this is a strategy we build out in my coaching programs. Not just the script, but the habit.)
3. Friends and Family
This one surprises people, but sometimes your next client is just one connection away, and your mom or your sister-in-law or friend from high school might be the link.
Your inner circle doesn’t need to understand everything you do. They just need to know that you’re:
- A Virtual Assistant
- Available for work
- Great at helping business owners with specific problems
Does that sound like YOU?????
Give them simple language they can use to tell people about you.
I always say quote my friend speaking coach Steve Lowell who says ‘It’s not enough for someone to understand what you do, they have to be able to repeat it to others.’
A good referral is only good if the client needs what you offer (and can pay you to do it).
Building Simple Systems to Ask For and Collect Referrals
One of the biggest mistakes VAs make is assuming referrals will just happen.
Sure, sometimes they do. But if you want them consistently, you need a system.
Here’s a super simple system you can start using this week:
1. Add a Referral Line to Your Offboarding Process
When you wrap up a project or client relationship, include a quick line like: “If you know another business owner who might benefit from support like this, I’d love an introduction.”
You can also include a short testimonial request at this time, two birds, one stone.
2. Follow Up Quarterly
Once a quarter, email past clients with a friendly check-in. Keep it personal, but add a referral prompt like: “If you ever cross paths with someone looking for a reliable VA, feel free to pass my name along.”
You’ll be surprised how often this simple nudge puts you back on their radar.
Often older clients don’t keep up with when you are looking for more clients- how could they know? – so you can check in and let them know. And sometimes they even need more work themselves, so that can come as a bonus too!
3. Use a Referral Incentive (If You Want)
You don’t have to offer one, but some VAs like to thank people who refer by offering a small gift, discount, or bonus service.
Even a handwritten thank-you note or coffee gift card can go a long way toward making people feel appreciated.
You don’t need to reinvent the wheel, just make it part of your client care.
I used to pay for referrals, like a commission, but then it got hard to figure out how to do that. So then I went to a gift (brownies from Send Out Cards), and then I just went to a nice thank you.
If you have an affiliate system that works, but often clients are looking for money to refer you. They genuinely want to help your business.
How to Position Yourself So Clients Think Of You
Now let’s look at how you can position yourself so that clients naturally think of you when a referral opportunity comes up.
This is about making yourself unforgettabl. Not in a loud way, but in a reliable, valuable way.
Here’s how:
1. Be Clear About What You Do
If a client says “She’s great! I think she does… admin stuff?”, you’ve missed the mark.
Make sure your clients can easily describe your services and who you help. Provide that language for them.
Something like: “Tracey is a VA who specializes in helping online service providers stay organized and ahead of schedule.”
Make that your default, and teach your clients to use it.
Remember what Steve Lowell says – they have to be able to repeat it to others. That’s the key – most of the time you are not with the person referring you, so they need to get what you do and be able to explain it easily to someone else.
2. Make Your Value Visible
Don’t let your work be invisible. Send summaries, track results, and share wins.
Clients are much more likely to refer you if they’re confident in the ROI you deliver.
This is where client stories can really be helpful in your marketing. We have talked about this in other episodes. Storytelling is one of the best ways to get the right word out about your VA services, and how awesome you are!
3. Stay Top of Mind
Even your best clients won’t remember you if they don’t hear from you.
Send an occasional update, newsletter, or LinkedIn post that reminds them you’re active and available.
Staying visible keeps referrals flowing.
It’s not hard to stay in touch. Your clients don’t necessarily need to be your mailing list, but checking in on them on social media is very easy.
I can’t end this episode without talking about confidence, because it’s the foundation of everything I just shared – and everything I do.
If you don’t believe you’re good at what you do… if you doubt whether you’re worth recommending… you won’t show up with the energy that attracts referrals.
Confidence is the difference between:
- Passively hoping someone refers you vs. Actively and professionally asking for introductions
- Understating your value vs. Clearly communicating the transformation you offer
- Staying hidden behind your computer vs. Being visible and top of mind
Confidence isn’t about faking it. It’s about building trust in yourself through small, repeated actions.
That’s one of the core pieces of what I teach as The Confidence Coach for VAs. Because when you’re confident, people feel it, and they talk about it. And referrals follow naturally.
Confidence takes practice, and you have to put yourself in situations where you can build it up by not only talking about it, but seeing the reactions of people who you are telling it to.
Face to face conversations helps you make sure that your message is clear and that someone else understands what you do.
I called myself The Telesummit Girl when I was doing virtual events for my 6 and 7 figure business coach clients. That was super clear, and it worked to get the word out about my services. People remembered it, and they could easily tell someone to check me out – much better than Tracey DAviero, which a lot of people don’t even say correctly – let alone try to spell in a URL (and now you know why I went with Your VA Mentor for my URL!)
You don’t have to be flashy or loud to attract referrals.
You just need to:
- Do your work well
- Stay top of mind
- Make it easy to refer you
- And own your value with confidence
Referrals are available to every VA, whether you’ve had one client or a dozen.
If you want help building your own referral system, communicating your value, and getting visible in a way that feels good, let’s work together. I’ve got a few ways we can do that.
Whether it’s through my membership or self study trainings, group coaching, or one-on-one private coaching sessions, I’ll help you get clients talking about you, and sending others your way.
Because that’s what happens when you show up ridiculously good at what you do.
If visibility and getting clients is something you’ve been struggling with, I can help.
Do You Need Help?
It’s the only reason I’m here at all, is to help you become a ridiculously VA. Drop me a DM to chat about where you are stuck. I’m on all the social media channels, so find me where you are. Or go to YourVAMentor.com/links to connect with me.
Let’s get your message clear and get you in touch with people who can refer you to the people they know, that need you.
That’s all I’ve got for you this week. I’m Tracey D’Aviero, The Confidence Coach for VAs – and I’ll see you next time!